Record a stocktake

A stocktake records the result of a physical count of stock at a location. When you save one, StoreConnect creates a Stock Adjustment record that becomes the new baseline for all future Count on Hand calculations. Use a stocktake after you have physically counted all units at a location and want the system to start from that figure.

For smaller corrections — such as a unit that was damaged or an extra one found — use Change Quantity or Set Quantity on the Stock Level record instead. See Manage stock levels for a comparison of all three methods.

:::note Stocktakes are recorded per Stock Level record — one product at one location at a time. There is no bulk tool to update multiple Stock Levels simultaneously. :::

How StoreConnect processes a stocktake

When you update the stock level on a stock record, StoreConnect checks three conditions before creating a stocktake adjustment:

1. Last Inventory Date has changed from its previous value
2. Last Inventory Count is not blank
3. Last Inventory Count differs from the current Count on Hand

All three must be true. If your physical count matches what Count on Hand already shows, saving does nothing — no adjustment record is created and no recalculation runs.

When the three conditions are met, a Stock Adjustment record is created:

• Type: Initial Inventory if this is the first stocktake ever recorded for this Stock Level; Stock Take Adjustment for all subsequent stocktakes
• Amount: the value you entered in Last Inventory Count
• Date: the value you entered in Last Inventory Date

Count on Hand and Available to Sell then recalculate automatically. The recalculation sums all adjustments since the most recent stocktake — so the stocktake figure becomes the new starting point, and only movements after it affect the running total.

Previous stock adjustments are never deleted or modified. They remain in the related list as a complete audit trail of all movements before the stocktake.

Record a stocktake

Before you begin, have your physical count to hand for the product and location you are updating.

1. Open the Stock Level record for the product and location you counted.
2. Scroll to the Inventory section and enter the physical count in the Last Inventory Count field.
3. Enter the date the count was taken in Last Inventory Date.
4. Save.

Allow around 30 seconds for the recalculation to complete, then refresh the record to confirm the updated Count on Hand and Available to Sell.

:::warning Last Inventory Date must change from its current saved value for the stocktake to take effect. If today’s date is already saved on the record, saving again with the same date does nothing — even if you changed Last Inventory Count.

To run a second stocktake on the same day, set Last Inventory Date to a different date first, save, then set it back to the correct date and save again. Alternatively, use Set Quantity instead — it has no date dependency and takes effect immediately. :::

View stocktake and adjustment history

Each stocktake appears as a row in the Stock Adjustments related list on the Stock Level record. The Type column shows Stock Take Adjustment or Initial Inventory to distinguish it from other movements such as shipments and transfers.

1. Open the Stock Level record.
2. In the related list, select View All on the Stock Adjustments list.

You can use this list to confirm that a stocktake was recorded correctly and to see the sequence of all stock movements before and after it.